Landlord Reference Letter — Free Rental Reference Template
A landlord reference letter confirms a tenant's rental history — how long they rented, what they paid, and how they handled rent and the property — so a new landlord or housing program can make a decision. Stick to facts you can support from your records, and the letter will help the tenant and protect you.
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[Your role and contact details]
October 15, 2026
Re: Rental reference for [Tenant name(s)]
To whom it may concern:
I am writing to confirm the rental history of [Tenant name(s)], who has rented the property at [Address of the property they rented] from me since [Tenancy start date] and is a current tenant.
Payment history: [Rent payment history].
[Care of the property, lease compliance and anything else]
The information in this letter is accurate to the best of my knowledge and is based on my records. I am happy to confirm these details if you contact me using the information above.
Sincerely,
[Your full name]
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Templates for your situation
Each version starts with the right wording for that situation already filled in.
What to do, step by step
Get the tenant's permission
Make sure the tenant has asked for the reference or agreed to it, and ask who it should go to and whether the new landlord has a form of their own.
Check your records
Pull the lease, rent ledger and any notices so the dates, rent and payment history are exact.
Fill in the letter
Answer the questions above. Choose the payment history option that matches your records and describe the tenancy in specific, factual terms.
Sign and send it
Sign the letter, send it directly to the new landlord or give it to the tenant, and include contact details so the reader can confirm it.
Keep a copy
Save a copy with the date you sent it in case the new landlord calls to follow up.
What if the new landlord wants more than a letter?
Many landlords and property managers call or email to confirm a reference, and some send their own verification form. Answer the same way you did in the letter: confirm dates, rent and payment history from your records, and share only facts you can support.
Housing programs and larger management companies often require their own forms, sometimes signed. Completing the form doesn't make your letter wasted; the letter gives the tenant something to attach to applications in the meantime.
If you can't give a positive reference, it is usually best to confirm only the basic facts, such as dates of tenancy and rent, rather than offer opinions. Accurate, factual statements are fair to the tenant and protect you.
Example landlord reference letter
A filled-in sample with made-up details, so you can see the finished result.
Dana Whitfield
Owner, Elm Court Apartments · (555) 836-4410 · dana@elmcourtapts.example
October 5, 2026
Riverside Leasing Office
Re: Rental reference for Alex Morgan
Dear Riverside Leasing Office,
I am writing to confirm the rental history of Alex Morgan, who rented the property at 18 Elm Ct, Apt 6, Raleigh, NC 27603 from me from August 1, 2023 to September 30, 2026.
The monthly rent was $1,275.00.
Payment history: Rent was always paid in full and on time.
Alex kept the apartment clean and in good condition, reported maintenance issues promptly and received no complaints from neighbors during the tenancy. Alex gave proper written notice before moving out, and the apartment was returned in excellent condition. I would gladly rent to Alex again.
The information in this letter is accurate to the best of my knowledge and is based on my records. I am happy to confirm these details if you contact me using the information above.
Sincerely,
Dana Whitfield
Frequently asked questions
What should a landlord reference letter include?
The tenant's name, the property address, the dates of the tenancy, the rent, a statement about payment history, and a short, factual description of how the tenant cared for the property and followed the lease. Add your contact details so the reader can confirm it.
Do I have to write a reference for a former tenant?
Generally no; it is voluntary. Many landlords will at least confirm basic facts like dates and rent. If you do write one, keep it accurate and consistent with your records.
Can I mention negative things?
You can state facts you can document, such as unpaid rent or lease violations. Avoid opinions, rumors and anything about a protected characteristic. If you have little good to say, confirming only the facts is a common approach.
Should I send the letter to the tenant or the new landlord?
Either works. Many tenants want a copy to include with several applications. Sending it directly to the new landlord can carry more weight, and including your phone number lets them confirm it.
Can a property manager write the letter?
Yes. A property manager often has the best records. They should sign with their name, title and company, and the letter should reflect the management company's records.
FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.